• Job Description

  Req#: 5321217
  Salary: $36.17 - $44.01 Hourly
  Location : Shoreline, WA
  Job Type: Full-Time Regular
  Remote Employment: Flexible/Hybrid
  Job Number: 2026-00023
  Department: Public Works
  Division: Engineering
  Opening Date: 04/24/2026
  Closing Date: 5/13/2026 11:59 PM Pacific
  FLSA: Non-Exempt
  Bargaining Unit: N/A
  
  GENERAL SUMMARY
  Shoreline is an inclusive City that endeavors to build a work culture which embraces diversity, encourages participation, and promotes equity.
  Public Works is an exciting environment committed to serving the Shoreline community through a variety of projects and programs. The Department is accredited by the American Public Works Association (APWA) demonstrating use of best practices for the industry and a dedication to continually improving/enhancing operations and project delivery. The Public Works Engineering Division is looking for a positive, resourceful, and supportive individual to be part of our dynamic team of project managers, engineers, administrative assistants and other professionals charged with delivery of capital projects, construction management, and development review.
  The successful candidate will report to one of the managers in Public Works Engineering. Our current vacancy is for an individual that will report to the Capital Projects Delivery Manager and primarily support the team of engineers and Project Managers. The candidate will also typically support other managers, staff, and projects and may in the future be assigned to support a different manager in Public Works Engineering. The successful candidate will be adaptive, be adept at identifying and solving problems, have good attention to detail, and be committed to customer service and the community.This position will perform as part of a team focused on delivery of capital projects, construction management, plan review, and other related activities; and will perform a variety of tasks including support of public outreach, contract administration, group management, and analysis of information and documentation.
  DEFINITIONThis classification performs a wide variety of responsible and complex administrative and clerical duties in support of an assigned department; provides information and assistance to the public regarding departmental policies and procedures; and performs a variety of tasks relative to the assigned area of responsibility.DISTINGUISHING CHARACTERISTICSThis is the full journey level class within the Administrative Assistant series. Employees within this class are distinguished from the Administrative Assistant I by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Administrative Assistant Ill in that the latter provides complex administrative support to a department director.
  EXAMPLES OF DUTIES
  
  ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following:
  
  Essential Functions:
  1. Provide responsible and complex administrative and clerical duties in support of the Engineering Division in the Public Works Department.
  2. Compose, edit, and proofread a wide variety of documents, ranging from letters and memos to reports, contracts, public notifications, as directed; may independently compose correspondence and documents related to assigned responsibilities.
  3. Develop and review report and correspondence layout, arrangement, grammatical composition and ensure the inclusion of all pertinent information from sources; initiate routine correspondence, reports and records; perform document control for various projects; develop clerical procedures, routines and record keeping systems.
  4. Create and route contract documents; maintain follow-up system to track documents and expedite as necessary; examine contracts created by others to ensure accuracy and adherence to applicable guidelines and policies; research and resolve issues including communication with contractors.
  5. Research and respond to citizen and staff requests for public records and information, including public disclosure requests; provide detailed information within area of assignment.
  6. Create, edit and distribute flyers and other informational materials to support public outreach; post events on online calendar.
  7. Create and post content for the department's website and intranet; manage social media accounts.
  8. Coordinate department and external partner schedules; schedule, attend and coordinate a variety of meetings; conduct research and prepare documentation; prepare and compile meeting packets and agendas; take and prepare minutes; disseminate information, as appropriate.
  9. Process and route mail, invoices, contracts and other documents as assigned.
  10. Perform mailing activities; apply and record postage; sort, bundle and deliver mail and organize bulk mailings.
  11. Support project managers during project audits with outside agencies; prepare and assist with project closeout tasks.
  12. Archive records and documents according to City, State and Federal regulations.
  13. Develop and/or support development of procedures, routines and record keeping systems.
  14. Maintain follow-up system on reports or other matters requiring action on a periodic basis.
  15. Gather, select, classify and compile data from various sources and prepare summary reports as required.
  16. Receive and direct visitors and telephone calls; provide information and front counter assistance; redirect calls and visitors as appropriate.
  17. Interpret and apply policies and procedures to ensure projects meet federal grant requirements.
  18. Prepare, process and submit invoices and grant reimbursements.
  19. Maintain records of receipts, track invoices, reconcile credit card statements and petty cash and assist with resolution of payment-related issues or questions.
  20. Maintain inventory of office supplies; obtain estimates for ordering purposes; order supplies as needed.
  21. Assist in the preparation and monitoring of the annual budget.
  Marginal Functions :
  1. Serve on various committees; plan and participate in special events as required.
  2. May train new staff on daily procedures.
  3. Perform related duties and responsibilities as required.
  
  QUALIFICATIONS
  
  Knowledge of:
  
  • Office procedures, methods and equipment.
  • Department operations, programs, functions and terminology. Applicable computer software applications.
  • Methods and techniques of customer service.
  • Construction administration and project coordination procedures and tasks.
  • Principles of business letter writing and report preparation. Principles and procedures of record keeping.
  • Methods and techniques of research.
  • Basic mathematical principles.
  
  Ability to:
  
  • Participate and work effectively in an organization committed to advancing principles and practices of equity and anti-racism.
  • Provide customer service to the public.
  • Learn new tasks such as construction administration and project coordination procedures and tasks, activities and processes of project management, activities and processes of asset management, and federal requirements for grant funding.
  • Handle sensitive information per City, State, and Federal guidelines.
  • Effectively use MS Office applications including Word, Excel, PowerPoint and SharePoint, and OneNote.
  • Plan, organize and schedule work assignments to meet deadlines.
  • Work with continual interruptions.
  • Multitask and prioritize tasks.
  • Research and gather information.
  • Interpret and explain department policies and procedures.
  • Resolve routine and non-routine issues and questions.
  • Create material for public outreach and educational purposes on the web and other social media platforms.
  • Work independently in the absence of supervision.
  • Work well as a contributing member of a team.
  • Be detail oriented and ensure data accuracy.
  • Understand and follow verbal and written instructions.
  • Communicate clearly and effectively, both verbally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  
  Experience and Training Guidelines:
  Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
  
  Experience
  Three years of responsible administrative support experience. Experience using MS Office applications such as Word, Excel, Power Point and Outlook. Preferred experience with SharePoint, and applications tracking project management, asset management, and financial and permitting systems.
  
  Training
  Equivalent to the completion of the twelfth grade supplemented by college level course work in public administration, communications or a related field.
  
  SUPPLEMENTAL INFORMATION
  The City's mission is to fulfill the community's vision through highly valued public service. Our employees work relentlessly to achieve organizational goals while embracing the City's values.City Mission, Values, and Goals
  Working Conditions:
  Environmental Conditions:
  Office environment; exposure to computer screens; extensive contact with the public. Attendance at occasional evening meetings.
  Physical Conditions:
  Essential and marginal functions may require sitting, walking or standing for prolonged periods of time; moderate lifting and carrying; pulling, pushing, reaching. While performing the duties of this job, the employee frequently uses hands to grasp objects, performs repetitive finger/keyboarding tasks, and works closely with other people.
  Employees Working Remotely:
  
  The City has implemented a remote work policy that allows staff to work up to three remote days a week; however, during the 6-month probationary period it is expected that all work will be performed at City Hall. The schedule for this position will be mutually agreed upon but will have some mandatory days during typical weeks or during the month. Full-time remote work is not an option. Once hired, employees must reside in the State of Washington.
  Application Process:
  To demonstrate skills and interest, please complete the application and provide answers to the Supplemental Questions which will help us determine your qualifications for the job. (This application does NOT allow for attachments.)
  
  Conditions Of Employment:
  
  • Establishment of employment authorization and identity at the time of hire. The City is not able to sponsor work visas.
  • The successful completion of a skills assessment of the various Microsoft Office Suite programs that are required for this role.
  • A successful completion of reference checks, including at least one prior supervisor.
  
  
  Recruitment Timeline:
  
  • Review of applications: May 19 - 22
  • Tentative Phone interviews (if needed): Week of May 25
  • Skills Assessment: Week of June 1
  • Tentative Panel interviews: Week of June 8
  • Reference checks: Week of June 15
  • Targeted start date: Week of July 6
  
  
  Applicants with disabilities who require assistance with the application or interview process will be accommodated to the extent reasonably possible. To request an accommodation, please call (206) 801-2243.
  All benefit allocations are prorated for part-time regular staff.
  
  Each full-time regular employee receives Tier I allotment per month to buy benefits for themselves and family members, including domestic partners. If the employee does not use the entire allotment, the remaining amount goes into a deferred compensation (457) plan. If the cost is greater than Tier I allotment, the employee moves to Tier II allotment and is able to receive an additional contribution from the City of up to a current year total amount. For details, please check
  
  Mandatory coverage includes Life Insurance, Long Term Disability, PERS (State retirement) and 401a social security replacement plan. The City does not contribute to Social Security but to 401(a) retirement plan.
  
  Optional coverage includes Regence, Kaiser, Delta Dental, Willamette Dental, Vision, Flexible Spending Accounts for medical and/or childcare costs, Employee Assistance Program, Voluntary Life & ADD Insurance, Voluntary Accident Insurance and Voluntary Critical Illness Insurance.
  
  The City of Shoreline is qualifying employer. Our employee may qualify for federal student loan balance forgiveness after 10 years of public service employment while making qualifying payments.
  
  The City also provides free ORCA passes. Eleven holidays are observed along with two personal days are provided each year. Additional three management days are included for exempt employees. Vacation starts at 11 days per year. Sick leave is accrued at 8 hours for remote work eligible positions. Positions not eligible for remote work accrue 10 hours of sick leave per month.
  01
  
  Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. This includes failing to provide detailed work history and responses of "see application". Do you agree to answer each supplemental question truthfully and understand that your responses will be verified from information included within the application?
  • Yes
  • No
  
  02
  
  How many years of administrative support service do you have of increasingly responsible administrative support experience? (Your application must reflect this experience.)
  • I do not have this experience.
  • Less than one year
  • More than one year and less than three
  • More than three years
  
  03
  
  Please rate your level of proficiency with Microsoft Office Excel.
  • Basic (format, print, sort, filter)
  • Intermediate (protect, edit formulas and functions, charts, simple pivot tables)
  • Advanced (pivot tables, macros, create formula and functions)
  • I do not have experience using Excel
  
  04
  
  Please rate your level of proficiency with Microsoft Office PowerPoint.
  • Basic (edit content, add slides, print, format, run)
  • Intermediate (advanced formatting, add and work with pictures, tables, charts)
  • Advanced (sharing with others, work with shapes, add audio and video)
  • I do not have experience using PowerPoint
  
  05
  
  Please rate your level of proficiency with Microsoft Office Word.
  • Basic (save, print, format, protect)
  • Intermediate (advanced formatting, create graphic objects and tables, insert pictures)
  • Advanced (mail merge, advanced use of editing tools)
  • I do not have experience using Word
  
  06
  
  Please rate your level of proficiency with Microsoft Office OneNote.
  • Basic (taking and saving notes)
  • Intermediate (formatting, folder organization)
  • Advanced (sharing and syncing)
  • I do not have experience using OneNote.
  
  07
  
  Please rate your level of proficiency with Microsoft SharePoint.
  • I have no experience with SharePoint
  • Read-only (no editing experience)
  • Basic (edit pages, add content to already existing web parts)
  • Intermediate (build web parts, libraries, lists, etc.)
  • Advanced (workflows, library management, advanced list organizations)
  
  08
  
  Please rate your level of proficiency with Microsoft Office Outlook.
  • Basic (create/send/forward email, add attachment)
  • Intermediate (schedule events, create tasks and appointments, create contacts)
  • Advanced (organize folders, configure messages, manage group tasks and calendar)
  • I don't have experience using Outlook
  
  09
  
  How do you organize work activities in support of a) a team, b) number of individuals, c) business processes? Please provide detailed answer for each of the categories.
  10
  
  Please check the elements of capital project management you have experience supporting.
  • Working with or for a public agency
  • Supporting projects utilizing grant funding
  • Supporting project managers with tracking of schedule and budget
  • Working on public works type projects including transportation, wastewater, drainage, or other infrastructure
  • None of the above
  
  11
  
  Describe your experience providing administrative support to project or program managers, including your familiarity with project and program management processes such as scoping, budgeting, scheduling, hiring consultants, construction contracting, and public outreach.
  12
  
  This position requires occasional attendance of evening or weekend meetings. Are you able and willing to meet this expectation?
  • Yes
  • No
  
  13
  
  Are you aware that the employment offer is contingent upon successful completion of a skills assessment of the various Microsoft Office Suite programs that are required for this role.
  • Yes
  • No
  
  14
  
  Acknowledgement of requirements:The City of Shoreline application must be completed (including education & employment history). I acknowledge that if my application is incomplete, the City of Shoreline may not consider me for this position.
  • Yes
  
  Required Question

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